Administrative Assistant/Fleet Manager Job Description
Position: Administrative Assistant/Fleet Manager
Location: Newark, DE
Type: Full-time
Company Overview
Nichols Excavation, based in Newark, Delaware, is a premier excavation and earthmoving contractor. We specialize in site preparation, grading, utility installation, and heavy civil construction. We pride ourselves on precision, safety, and operational excellence.
Position Summary
We are seeking an organized, detail-oriented Administrative Assistant to provide comprehensive office support while also managing our fleet operations. This role blends traditional administrative duties with responsibilities related to vehicle and equipment management, ensuring operational efficiency, compliance, and accurate record-keeping.
Key Responsibilities
· Reception & Logistics: Answer phone calls, greet visitors, monitor office supply inventory, and distribute incoming mail.
· Document Management: Organizing, scanning, and filing paperwork; performing routine data entry and updating employee, vendor, customer and project records.
· Online Engagement: Update and monitor social media content on company’s social media profile.
· Financial Admin: Assist with invoice processing and job-cost coding to ensure all invoices and purchase orders are accurately coded to specific jobs, phases, equipment, and general ledger (GL) accounts.
· Bookkeeping Support: Reconcile and resolve invoicing and/or purchase order discrepancies, review and enter credit card transactions, and maintain complete and accurate records of materials.
· Fleet Management:
o Maintain up-to-date records for all company vehicles and equipment, including registration, licensing, insurance, service needs and inspections.
o Administer fuel usage and track expenses.
o Ensure compliance with applicable state and federal transportation regulations.
o Generate fleet reports for management on maintenance schedules, downtime, utilization, and compliance.
Qualifications & Skills
· Education: High school diploma or equivalent; associate or bachelor’s degree preferred.
· Experience: 2+ years of accounts payable and purchasing experience, preferably within the heavy civil construction or excavation industry but not required.
· Software Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and strong working knowledge with accounting software (e.g. QuickBooks).
· Core Skills: High attention to detail, strong accounting aptitude, and precise data entry skills.
· Soft Skills: Ability to handle confidential financial information with discretion and prioritize tasks in a fast-paced environment.
· Communication: Excellent verbal and written communication skills.
What We Offer
· Competitive base salary range of $50,000 - $60,000 (commensurate with experience)
· Comprehensive benefits package (Health, Dental, Vision)
· 401(k)
· Paid time off (PTO)
Pay: $24.00 - $29.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Retirement plan
- Vision insurance
Experience:
- Accounts payable: 2 years (Required)
- QuickBooks: 2 years (Required)
Work Location: In person
